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State Owned Equipment

State Owned Equipment. Transfer, Surplus, Inspections (O&M & PARM) & Inventory. Vicki Chatelain Senior Inventory Specialist WRScompass Team 5. Team 5 Equipment Help Desk. If you have an equipment issue and cannot remember who gets what or who does what, please email us at:

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State Owned Equipment

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  1. State Owned Equipment Transfer, Surplus, Inspections (O&M & PARM) & Inventory Vicki Chatelain Senior Inventory Specialist WRScompass Team 5

  2. Team 5 Equipment Help Desk • If you have an equipment issue and cannot remember who gets what or who does what, please email us at: • Your email will be addressed by the appropriate person. EquipmentHelpDesk@wrscompass.com

  3. Documentation Records/Inventory Management Section (R/IMS) requires a lot of information. Each submittal, be it a transfer, missing item, surplus or inventory must be handled in a specific manner. As a result, almost all of the paperwork will be generated by me. Almost all of the paperwork you are about to see will require your assistance. Please understand you are accountable for the equipment for which you are overseeing. You must initiate each surplus, transfer or missing item request and said requests will impact your facility’s inventory. • Transfers: upon request, custom generation of a Chain of Custody & Database paperwork. I should be notified prior to relocating remediation equipment to ensure the proper procedures and applicable forms are completed. • Surplus: Site manager email submittal with photos allows me to customize each surplus request & simplifies R/IMS surplus approval • Missing/Stolen Items: upon request, custom generation of Missing Items Report • Inventory: on the 1st of every September I send out a custom document for each facility’s inventory, which is affected by transfers, surplus and missing/stolen items reconciled throughout the year.

  4. Transfers

  5. Chain of Custody

  6. Transfer Paperwork

  7. Earth Systems receives a copy of the COC & transfer paperwork for their files Contractor/subcontractor receives a copy of the COC & transfer paperwork for their files Earth Systems forwards completed transfer paperwork to Vicki for processing Vicki forwards incomplete paperwork to Site Manager Contractor receives & verifies equipment; signs paperwork Site Manager verifies equipment; signs paperwork and returns to Vicki for processing Contractor forwards verified transfer paperwork to Site Manager; signs paperwork Vicki sends Site Manager new inventory (or a notification that there is no longer any state-owned equipment linked to facility) Site Manager forwards completed transfer paperwork to Vicki for processing A Single Transfer Vicki receives an email & generates COC & transfer paperwork Site Manager provides transfer paperwork to contractor (if contractor was not included on email Vicki sent out) Contractor/subcontractor arrives at Fountain RV with 2 copies each of transfer paperwork with Chain of Custody (COC)

  8. Chain of Custody • Consultants have been moving equipment without the current Site Manager’s knowledge • All transfers now require a Chain of Custody (COC) so the previous Site Manager is no longer legally responsible for equipment that has been removed from his or her facility • The equipment’s current Site Manager should sign under “Relinquished By”

  9. FOUNTAIN RV • Please contact Brian Dinning [813.326.3184] to set up an appointment as soon as possible. Hours of operation are by appointment only. • Equipment Testing: Consultants must provide a generator and qualified personnel to test any State-owned equipment. • Forklift/Crane: If one is required for equipment pickup and/or delivery, you must provide it and a qualified operator. Fountain RV has a 6000# forklift (standard forks) and operator available for rent at $75.00 per hour. As the forklift is owner-operated, rental and/or ratesare subject to change without notice. • Two (2) copies of the COC & transfer paperwork must be provided to Earth Systems upon arrival for equipment pickup or delivery. • No waste oil, scrap piping or spent carbon will be accepted. If available, please provide the equipment’s O&M manual.  

  10. Surplus • DEP 55-406 - DEP Certification of Surplus Property (AKA: surplus request) • DEP 55-407 – DEP Surplus Property Disposal Certification/Receipt (AKA: disposal documentation)

  11. DEP 55-406DEP Certification of Surplus Property(AKA: surplus request)

  12. Generating a surplus request Please send me an email with the following information: - property item #s and photos of the items to be surplussed - location of the items to be surplussed (FDEP Facility ID#) - Please provide a short explanation as to why you need to request surplus. - Please choose the most appropriate reason from the following: Obsolete/ Uneconomical for Continued Use/ Inefficient for Continued Use/ Serves No Useful Function

  13. DEP 55-407DEP Surplus Property Disposal Certification/Receipt(AKA: disposal documentation)

  14. Approved disposal methods donation to another governmental agency donation to private non-profit organization [IRS 501(c)(3) letter required] take to scrap/recycle dealer [$$returned to FDEP via check] dumpster or landfill Vicki will ensure the completed document is submitted to R/IMS. Instructions

  15. DEP 55-407 • All equipment is considered “scrap” when Vicki submits a surplus request, which is why you will ALWAYS need 2 signatures

  16. Disposal documentation requires a check mark next to one of these items: Sold Donated Transferred Traded Scrapped Other

  17. Disposal documentation requires the Agency/Company the equipment was released to • Since this equipment was recycled, simply write down the recycling company • If Scrapped or Other was chosen as the manner of disposal, then a brief description of the actual procedure is required • Since this equipment was recycled, the Sales Receipt Number from the recycler’s invoice was added to this form • The check should be made out to FDEP and sent to my attention for processing.

  18. The middle section is information that is taken directly from the DEP 55-406 (surplus request/ item #, property item # & description) • You do not need to write in the spec information

  19. Item # column corresponds to items on DEP 55-406 (surplus request) & those items actually disposed

  20. “Released/Disposed of By” • for the person completing the actual disposal; which may be the current consultant or subcontractor

  21. “Witnessed By” • The Site Manager is supposed to complete this section based on photos or a report submitted by the consultant. However, the disposing consultant may sign as “… for FDEP” • DEP 320 • The disposal of scrap property must be witnessed by at least one employee or agent of the State

  22. Sold This disposal documentation (DEP 55-407) will result in a modification by Vicki The 2nd signature will be of the person (or their representative) purchasing the equipment The check should be made out to FDEP and sent to my attention for processing.

  23. Donated • An IRS 501(c)(3) letter is required for private non-profit organizations to receive state-owned equipment • The 2nd signature will be the person (or their representative) receiving the equipment

  24. Transferred • This disposal documentation (DEP 55-407) will result in a modification by Vicki • The 2nd signature will be the person (or their representative) receiving the equipment

  25. Traded • This section is not allowed by Property Management • Trading equipment requires vendor invoices to be completed via www.myflorida.com, which our program does not use

  26. Other • If you choose this category, you must write in a brief description of the disposal procedure

  27. Please do not send me any disposal documentation (DEP 55-407) that states “see attached” or similar statement. This document stands alone and should be completed in an appropriate manner • If any DEP 55-407 is not completed correctly, it will be… REJECTED

  28. DEP 55-404(AKA: Missing Inventory Items Report or MIR)

  29. The date Vicki generates the document.

  30. The Team or Local Program responsible for the facility with missing/stolen equipment.

  31. The FDEP Facility ID # & address • FDEP Facility names have a tendency to change, while the Facility ID # and address (usually) do not change

  32. The property item # • The official equipment description • The year the equipment was purchased • The equipment’s original cost

  33. The date the equipment was discovered missing • If this date is not known, you may use the date I placed at the top left corner

  34. If the missing equipment was stolen, this line must have the Law Enforcement Agency name and the date of their report

  35. Property Custodian Delegate – Michelle Roberts’ signature • Bureau Chief – Robert Brown’s signature • Division Director – Jorge Caspary’s signature (or his Designee’s signature)

  36. Section I Background Information - FDEP location - Person discovering loss - Date of loss - Police report

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